Administrative Assistant :

Job Summary

Reporting to: Human Resources Manager Overall responsibility

Duties and Responsibilities

? Assist with the day-to-day operations of the Friendship Bench office. Courteously attending to Friendship Bench visitors and their enquiries, handling all telephone calls from the office telephone lines as applicable.
? Maintain a telephone and address database for all Friendship Bench staff and other relevant stakeholders
? Coordinate activities for the weekly CKT Meeting and other meetings where required (meeting agenda, minute taking, circulation and filing)
? Ensure Friendship Bench’s ZOOM Meeting Account is paid and all meeting links are current and working
? Assistsinarrangingconferences,meetings,specialevents
? Participates in quarterly project planning and review sessions (HR, Operations,
Finance, Programs)
? Monitor office/facilities and equipment and in consultation with the Human
Resources Manager take appropriate action to ensure proper functioning at all
time. Schedule software, anti-virus updates for the Friendship Bench team
? Ensureworkenvironmentandamenitiesareingoodworkingcondition
? Performs any other duties that may be assigned from time to time to support
the achievement of Friendship Bench’s objectives
Logistics
? Supervise and allocate duties to Friendship Bench Drivers
? Collect, review, and file project/hired vehicle log sheets monthly Friendship
Bench Oversee Friendship Bench Drivers log book and ensure pool cars are
serviced regularly
? Maintain fuel consumption tracker and vehicle maintenance tracker for
Friendship Bench vehicles.
The duties and responsibilities of the Administration Assistant include providing administrative support to ensure efficient operation of the Friendship Bench office. This also includes providing support to the HR, Finance and Programs offices.
?MaintainFriendshipBenchdriver'sleaveregister,overtimeworkandassistwith timesheet preparations.
? Assist with all travel and logistics for Implementation team’s and other FB team site visits, including transportation, lodging, meals, supplies etc.
? Provide logistical and other support for internal and external events, visits, contacts, and services

Procurement
ChairtheProcurementCommittee
? Develop and maintain efficient and effective Procurement systems and
processes
? Frequently review and update Procurement policy and notify the FB team on
any changes or updates
?OverseetheprocurementprocesseswhichincludespreparationofRequestfor
Procurement (RFPs) documents, receipt of quotations, preparation of low value
acquisition purchase orders.
? Review and update Friendship Bench’s Suppliers List (Vendors) annually.
Request support documents and complete Suppliers form accordingly.
? Request and review proforma invoices from Suppliers before approvals and
processing
? Follow up with suppliers to get outstanding tax invoices and receipts
? Assist with procurement of goods and services
? Maintain the procurement and logistics records such as requisitions, purchase
orders, GRVs, invoices in compliance with the Procurement Policy Manual, records management SOP to ensure confidentiality, accuracy, and completeness. Prepare GRVs and submit the packages to finance as per the Procurement SOP
? Prepare GRVs and submit the packages to finance as per the Procurement SOP

Qualifications and Experience

Office Stock & Asset Management
? Supports management of administrative supplies, office equipment, and updating inventory of items.
? Collection of information on assets management, maintenance of records and files on assets management.
? Maintenance of files and records relevant to office maintenance.
? Receive and record in the stocks register all office supplies within 24 hours of
receipt
? Replenish stocks of essential items as per re-order level to ensure that
Friendship Bench office supplies are well managed by ensuring that essential
stocks are replenished before they run out
? Producemonthlystocksreportstimeously
? Provide support in receiving Friendship Bench project materials and supplies
ensuring proper record keeping
? UpdatetheassetregisteruponreceiptofassetsandsubmittotheHRManager
for review.

? Perform monthly and spot stock takes for supplies that are kept in the storeroom under the custody of the Caretaker.
? Compile the loss or damage to property report for approval by the HRManager.
Person Specifications:
At least a Degree in Administration; Procurement and Logistics or any other relevant discipline.
At least two- year experience in a similar position. Knowledge of USAID Rules and Regulations will be an added advantage.
Skills Required:
Organizational skills and the ability to meet deadlines.
High level of numeracy and ability to pay attention to detail.
Good communication and interpersonal skills.
Good computer skills in Excel. MS Word and Outlook.

How to Apply

To Apply:
Submit your CV and Application Letter via email to: [email protected] clearly indicating the position you are applying for in the subject of the email. Deadline for submission of applications is 1600 hours on 16th February 2023. Only shortlisted candidates will be responded to.